~ Note the agendas have been revised by Nadia on Sept 20th-taking into consideration comments from a meeting with Tilahun on Monday 20th September~
*Comments from others are in Notes section at the end
Kindly see the detailed program for N2 Project meeting at 08.30 hours on 28th September.See attach
a) for Alain to introduce CPWF and send a clear message on how NBDC could help our partners to achive impact and capacity, b) for Doug Marry to share the key lessons coming out of the synthesis work and its implications; and c) for our invited speaker to display the sucesses, gaps in rainwater managment and how they see our contribution could help to achive their goals in food security
Project planning for individual projects and cross-project planning
. Overview Agenda
Day
Tuesday 28th Sept.
Wednesday 29th Sept.
Thursday 30th Sept
Friday 1st Oct. ??
Theme
Project review day
Nile Launching day
Reflection workshop
Project planning day
Who
Project team members only
ALL: Stakeholders and project
Project team only
Project team
Focus
Review and planning
Official launch, raising awareness of CPWF and of NBDC, presenting N1 synthesis,Developing common ground, discussing key topics with stakeholders, getting feedback
Reflection and integration of comments and ideas
Main activities
1. Time for each project to meet
2. Addressing cross-cutting project activities (comms, sites, admin)
1. Presentations
2. Discussions
1. Collating comments
2. Planning and integration of feedback
Tilahun booked for 28th small auditorium (he said for about 20 people). For 29th and 30th, large auditorium and two small meeting rooms means the two break out rooms (Room # 13 &14). I am suggesting alternative set of rooms: 28th-Infocentre ( 2 parts) plus IWMI meeting room and ILRI PLE meeting room for break out topic sessions (10:30-12;30) 29th- Large auditorium and small auditorium; for the three topic sessions can use two halves of large auditorium and small auditorium
30th- Infocentre (2 parts) plus IWMI meeting room and ILRI PLE meeting room for break out project sessions (2:00-5:00)
Detailed Agenda( by day)
Tuesday 28th September--- Project review day [27 project staff plus 6 CPWF staff ??= 33 people]
Time
Activity
Process
Room
Person(s)
8:30-10:30
Project meetings
Each project (N2,3,4,5) to meet to discuss status,etc
*Welcome *Official Opening *Introduction to the CPWF
Few words
Speech
Presentation
Large auditorium
*TBD
*TBC
*Alain Vidal
9:30-10:00
Ethiopia and rainwater management: Establishing the National context-what are the sucesses, gaps in rainwater managment and what contribution the CPWF NBDC could make to achieve the goals in food security
Presentation
Large auditorium
2 Speakers: Daniel Denano and Dejene Abesha
10:00-10:30
Introducing the Nile BDC (CPWF Phase 2)--and official launch
Presentation
Launch activity
Large auditorium
Tilahun Amede
10:30-11:00
COFFEE/TEA BREAK [and group photo of launch]
In front of cafeteria
11:00-12:30
*Key lessons coming out of the synthesis work from CPWF Phase 1 projects and its implications
*Discussion on what has been done/learnt already, gaps-What still needs to be done and learnt?-Gap analysis , and how this project can contribute
NOTE: Explain after lunch activity and hand out number cards (1,2,3) as people go to lunch
*Presentation
*Open discussion to understand and 'map' the context, existing work, gaps and role of the NBDC
Large auditorium
*Doug
*Nadia
12:30-2:00
LUNCH
Cafeteria
2:00-3:00
Project presentations (N2,3,4,5)
1 presentation- 4 project leaders each to give a 5 min overview
Large Auditorium
4 Project leaders
3:00-4:00
Exploring key topics:
1. Biophysical variables and constraints (hydrology and interventions
2. Landscape and livelihoods, mapping and targeting
3. Innovation and impact (including upscaling, communication, networking, platform, etc)
4. Key variables in upstream downstream, models and indicators of consequences
1.-Participants to visit ONE topic of their choice for t more information
Each topic to decide own format/process for presentation and discussion
Topic groups leade by:1. Matthew
2. Katherine
3. Alan
4. Seleshi
4:00-4:30
COFFEE/TEA BREAK
4:30-5:15
In plenary: Discussion on future and further engagement-how?
Open discussion
Large Auditorium
Tilahun
5:15-5:30
Workshop closing
*Ask participants to give key things to consider for moving forward. (also additional ones on cards) *Closing words
Large Auditorium
Nadia
Debbie (IWMI)
6:30-
Leave for workshop dinner
Thursday 30th September--Reflection day
Time
Activity
Process
Person(s)
9:00-10:30
1. Identifying the main comments, feedback and reflections from Wednesday
a. Insights from Pamela and Amanada (CPWF)
b. Additional from project team
2. Deciding which ones go to which projects to integrate
1 a. Giving feedback to be listed
1b. Additonal points gethered from projectteam--to be listed
2. Projects noted next to various feedback points listed that they should integrate
Pamela and Amanda and
Tilahun
10:30-11:00
Coffee/ tea
11:00-12:30
Discussing project 5-cross cutting issues, including:
1. M&E (the practical use of OLMs, with real examples) and on baseline 2. Discussion on expectations between N5 and other projects (both ways) and inter linkages between projects 3. Communication strategies and activities
1. Presentation and discussion
2. Discussion
3. Presentation and discussion
1. Boru/Sophie
2. Tilahun
3. Peter Ballantyne/MichaelVictor
12:30-2:00
LUNCH
2:00-5:00
(each get own coffee/tea)
Individual project meetings, including
Intergating comments, feedback etc
R evisit the OLM and revise--with one CPWF person with each project to advise and approve by end of the session
Team planning (which can continue on Friday too)
Project leaders
CPWF person for each project
1 Oct: Teams/projects follow up day (as required) At least a ‘comms group’ planning/coordination session wich projecst are planning to meet today for planning? *N2- YES *N3- ? *N4- ? *N5- maybe
Information on participants Invitations are sent out already
SN
Category
No of Participants
Confirmation
Rejection
No Response Yet
External Participant
55 (One person gave a delegate who is already invited and has confirmed. So the two can be counted as one making the total number 55)
40
5
10 (two are delegates of other originally invited participants)
ILRI/IWMI/Project Staff
27 (including the consultant)
27
CPWF Staff
7 (including the consultant)
6
1
Total
89
73
6
10
Who are we inviting???
Government
NGOs
Research Institutions
Regional/International bodies
Donors/Technical
Bureaus of Ag-heads
Oxfam
ASARECA
GTZ
Gov NRM reps
CRS
UNEP
Min of Ag reps
Lake Victoria
Min of Water reps
Additional Notes
Old afternoon schedule for wednesday 29th--from N2 meeting on Friday 3rd
2:00-4:30
Exploring key topics: *Biophysical variables and constraints (hydrology and interventions [Matthew to lead planning] *Landscape and livelihoods, mapping and targeting [Katherine to lead planning] *Innovation and impact (including upscaling, communication, networking, platform, etc) [Tilahun to lead planning]
including COFFEE/TEA BREAK
1.-Participants to Visit ONE topic at a time for thirty minutes more information (can run into coffee)--move to next topic and then next (in different rooms)
each topic to decide own format/process for presentation and discussion
N2- Part 1 of Large auditorium N3-Part 2 of Large auditorium N4- Small auditorium
Project leaders
4:30-5:00
Workshop closing
-Ask participants to give key things to consider for moving forward. (also additional ones on cards) -Closing words
Large auditorium
Nadia Debbie (IWMI)
Debbie:
I have a few comments:
28th we will probably need time to focus also on presentations and strategy for the launch on the 29th.
On launch:
not sure what Doug was planning, but would wonder if 1 1/2 hours is enough. I think he wanted a full discussion/input session.
If we take 15 min for each project plus questions/answers there will not really be time for tables. Will all the effort of preparing tables be wasted?
We may need to decide if we're going for traditional plenary presentation of the projects or a marketplace, probably not time for both. This is also where we need time on the 28th to ensure the project presentations are really good- as in not simply listing methods and outputs on slides with bullets, but rather emphasis on main goals, expected audience, outcomes hoped for etc. (Same goes for introductory presentation)
Reflection day:
Not sure what CPWF had in mind, but N2 is already planning to revisit the OLM and revise at this meeting. So a good session within projects to revise OLM's, and hopefully get the approval from CWPF at the same time, is needed. Hopefully this would all be documented to their satisfaction and be a done deal before the close of the day.
Shirley:
1.Objectives- SUGGEST TO ADD SOMETHING ON PROJECT PLANNING TOO - I KNOW EACH INDIVIDUAL PROJECT NEEDS THAT, AND I THINK IT WILL BE GOOD FOR CROSS PROJECT TOO (OR MAYBE THAT BIT IS COVERED BY THE REFLECTION WORKSHOP?) - THESE ARE INCLUDED IN THE AGENDA, SO SHOULD COME HERE TOO..
2. Wednesday-
*TILAHUN WILL NEED TO ADVISE HERE - I SUSPECT THERE MAY BE SOME HIGH LEVEL SPEAKER SLOTS....? MAYBE THERE NEEDS TO BE A SEPARATE LAUNCH PART (FOR HIGH OFFICIALS ETC) THAT CAN BE FAIRLY SHORT, AND THEN A MORE EXTENDED (ALONG THE LINES YOU HAVE HERE ) ENGAGEMENT WITH STAKEHOLDERS?
* NEED TO MAKE SURE STAKEHOLDERS EXPECTATIONS ARE CLEAR, AND THERE ARE CLEAR FOLLOW UP STEPS THAT ARE ADHERED TO.... 3. Thursday-refection workshop--DOES CPWF HAVE ANYTHING FORMAL FOR THESE REFLECTION WORKSHOPS? ARE THEY MEANT TO INFORM REVISION OF OLM ETC?
Tilahun: I had a Skype meeting with CPWF team (Boru and Amanda) and an e-mail comunication with Alain related to the Nile launching workshop. Few more suggestions emerged from their side:
i) Sept 29th. As Shirley noted in her comments earlier, we need to best use the event to engage key institution leaders and policy makers in the first session. The CPWF would like to see us achive three targeted objectives: a) for Alain to introduce CPWF and send a clear message on how NBDC could help our partners to achive impact and capacity, b) for Doug Marry to share the key lessons coming out of the synthesis work and its implications; and c) for our invited speaker to display the sucesses, gaps in rainwater managment and how they see our contribution could help to achive their goals in food security..This shoud also create the basis for a round table discussion upto coffee time (Nadia's show). Depending on the availability of time in the afternoon, there is also a suggestion for indiviual teams to meet and integrate key insights emerged from the morning discussion into tour workplans; interested workshop participants could also join and contribute.
ii) Sept 30th. The CPWF MT could be called for any specific task but they want us to take the lead. I have asked Boru and Sophie to give us a 15 minute presentation on M&E (the practical use of OLMs, with real examples) and on baseline and they have agreed. They have also suggested to see more pace for excahnging ideas and a 10 minute discussion on what teams expect from the N5 and what N5 is expecting from the teams.
iii) They would like to see a consolidated agenda with details by the end of August, before theeir MT meeting on early September. Nadia and me will work on this, after consolidating the discussions.
Comments from Alan D.
For the Innovation and Impact consultation/info session on the 29th, I see Tilahun is down to lead (although I thought we agreed that I would lead). Anyway, I throw out a few ideas here on how this session might run in terms of the innovation aspects:
I suggest we have 3 topic areas:
Local innovation mechanisms (mainly N2 innovation stuff) - initial presentation by Eva/Alan
Regional and national innovation mechanisms (mainly N5 innovation stuff) - initial presentation by Seife/Tilahun
Linking the two (making a coherent whole) - initial presentation by Alan/Seife
Each would start with a 3 or 4 minute ppt introducing the issues and what is planned. We could then have brainstorming around the following questions:
Does it make sense?
What are the pitfalls?
How would we address the pitfalls
In the notes above I see the proposal is for this to be a single 1.5 hr session although I thought we had decided to have 2 x 45 min sessions. I would favour the latter so that we have some snappy presentations, smaller groups and some rapid feedback. We might need to have some good facilitators to avoid getting bogged down in protracted discussions.
These are just initial thoughts and I look forward to refinement and new ideas from others.
Day 1 (Tuesday 28th September)-Project team meetings
Day 2(Wednesday 29th September)- Project launch with stakeholders
Day 3(Thursday 30th September)- Project reflection day
Latest agenda is now in word format-- see
~ Note the agendas have been revised by Nadia on Sept 20th-taking into consideration comments from a meeting with Tilahun on Monday 20th September~
*Comments from others are in Notes section at the end
Kindly see the detailed program for N2 Project meeting at 08.30 hours on 28th September.See attach
The September 2010 Launch Workshop
Workshop Objectives
- Bring people together
- Discuss with policy makers
- Introduce projects to wider audience
- Presenting Nile 1 lessons
- a) for Alain to introduce CPWF and send a clear message on how NBDC could help our partners to achive impact and capacity, b) for Doug Marry to share the key lessons coming out of the synthesis work and its implications; and c) for our invited speaker to display the sucesses, gaps in rainwater managment and how they see our contribution could help to achive their goals in food security
- Project planning for individual projects and cross-project planning
.Overview Agenda
2. Addressing cross-cutting project activities (comms, sites, admin)
2. Discussions
2. Planning and integration of feedback
I am suggesting alternative set of rooms:
28th-Infocentre ( 2 parts) plus IWMI meeting room and ILRI PLE meeting room for break out topic sessions (10:30-12;30)
29th- Large auditorium and small auditorium; for the three topic sessions can use two halves of large auditorium and small auditorium
30th- Infocentre (2 parts) plus
IWMI meeting room and ILRI PLE meeting room for break out project sessions (2:00-5:00)
Detailed Agenda( by day)
Tuesday 28th September--- Project review day [27 project staff plus 6 CPWF staff ??= 33 people]
N3-
N4
N5-
1. Introductions
2. Project introduction
3. Project updates
4. Any operation, decisions or issues to be discussed
2. Presentation
3. Informal updating
4. List them and then go through each
2. Tilahun
3. Project leaders
4. All
1. Decide on topics to discuss and create schedule
2. Topic Meetings
2. Topic meetings (up to 4 topic meetings can happen in parallel)
2. 4 meeting rooms:
2. Topic champions and all
Plenary discussion
Others to discuss
Wednesday 29th September---Project launch (with stakeholders) [ total = 73 people]
Coffee/tea-get to know each other
Activity
*Official Opening
*Introduction to the CPWF
Speech
Presentation
*TBC
*Alain Vidal
Launch activity
*Discussion on what has been done/learnt already, gaps-What still needs to be done and learnt?-Gap analysis
, and how this project can contribute
NOTE: Explain after lunch activity and hand out number cards (1,2,3) as people go to lunch
*Open discussion to understand and 'map' the context, existing work, gaps and role of the NBDC
*Nadia
1. Biophysical variables and constraints (hydrology and interventions
2. Landscape and livelihoods, mapping and targeting
3. Innovation and impact (including upscaling, communication, networking, platform, etc)
4. Key variables in upstream downstream, models and indicators of consequences
Each topic to decide own format/process for presentation and discussion
2- Small auditorium
3-Meeting room (TBC)
4. Meeting room
2. Katherine
3. Alan
4. Seleshi
*Closing words
Debbie (IWMI)
Thursday 30th September--Reflection day
a. Insights from Pamela and Amanada (CPWF)
b. Additional from project team
2. Deciding which ones go to which projects to integrate
1b. Additonal points gethered from projectteam--to be listed
2. Projects noted next to various feedback points listed that they should integrate
Tilahun
1.
M&E (the practical use of OLMs, with real examples) and on baseline
2. Discussion on expectations between N5 and other projects (both ways) and inter linkages between projects
3. Communication strategies and activities
2. Discussion
3. Presentation and discussion
2. Tilahun
3. Peter Ballantyne/MichaelVictor
(each get own coffee/tea)
CPWF person for each project
1 Oct: Teams/projects follow up day (as required)
At least a ‘comms group’ planning/coordination session
wich projecst are planning to meet today for planning?
*N2- YES
*N3- ?
*N4- ?
*N5- maybe
Information on participants
Invitations are sent out already
Who are we inviting???
Additional Notes
Old afternoon schedule for wednesday 29th--from N2 meeting on Friday 3rd
*Biophysical variables and constraints (hydrology and interventions [Matthew to lead planning]
*Landscape and livelihoods, mapping and targeting [Katherine to lead planning]
*Innovation and impact (including upscaling, communication, networking, platform, etc) [Tilahun to lead planning]
including COFFEE/TEA BREAK
each topic to decide own format/process for presentation and discussion
N3-Part 2 of Large auditorium
N4- Small auditorium
-Closing words
Debbie (IWMI)
Debbie:
I have a few comments:
28th we will probably need time to focus also on presentations and strategy for the launch on the 29th.
On launch:
not sure what Doug was planning, but would wonder if 1 1/2 hours is enough. I think he wanted a full discussion/input session.
If we take 15 min for each project plus questions/answers there will not really be time for tables. Will all the effort of preparing tables be wasted?
We may need to decide if we're going for traditional plenary presentation of the projects or a marketplace, probably not time for both. This is also where we need time on the 28th to ensure the project presentations are really good- as in not simply listing methods and outputs on slides with bullets, but rather emphasis on main goals, expected audience, outcomes hoped for etc. (Same goes for introductory presentation)
Reflection day:
Not sure what CPWF had in mind, but N2 is already planning to revisit the OLM and revise at this meeting. So a good session within projects to revise OLM's, and hopefully get the approval from CWPF at the same time, is needed. Hopefully this would all be documented to their satisfaction and be a done deal before the close of the day.
Shirley:
1.Objectives- SUGGEST TO ADD SOMETHING ON PROJECT PLANNING TOO - I KNOW EACH INDIVIDUAL PROJECT NEEDS THAT, AND I THINK IT WILL BE GOOD FOR CROSS PROJECT TOO (OR MAYBE THAT BIT IS COVERED BY THE REFLECTION WORKSHOP?) - THESE ARE INCLUDED IN THE AGENDA, SO SHOULD COME HERE TOO..2. Wednesday-
*TILAHUN WILL NEED TO ADVISE HERE - I SUSPECT THERE MAY BE SOME HIGH LEVEL SPEAKER SLOTS....? MAYBE THERE NEEDS TO BE A SEPARATE LAUNCH PART (FOR HIGH OFFICIALS ETC) THAT CAN BE FAIRLY SHORT, AND THEN A MORE EXTENDED (ALONG THE LINES YOU HAVE HERE ) ENGAGEMENT WITH STAKEHOLDERS?
*
NEED TO MAKE SURE STAKEHOLDERS EXPECTATIONS ARE CLEAR, AND THERE ARE CLEAR FOLLOW UP STEPS THAT ARE ADHERED TO....
3. Thursday-refection workshop--DOES CPWF HAVE ANYTHING FORMAL FOR THESE REFLECTION WORKSHOPS? ARE THEY MEANT TO INFORM REVISION OF OLM ETC?
Tilahun: I had a Skype meeting with CPWF team (Boru and Amanda) and an e-mail comunication with Alain related to the Nile launching workshop. Few more suggestions emerged from their side:
i) Sept 29th. As Shirley noted in her comments earlier, we need to best use the event to engage key institution leaders and policy makers in the first session. The CPWF would like to see us achive three targeted objectives: a) for Alain to introduce CPWF and send a clear message on how NBDC could help our partners to achive impact and capacity, b) for Doug Marry to share the key lessons coming out of the synthesis work and its implications; and c) for our invited speaker to display the sucesses, gaps in rainwater managment and how they see our contribution could help to achive their goals in food security..This shoud also create the basis for a round table discussion upto coffee time (Nadia's show). Depending on the availability of time in the afternoon, there is also a suggestion for indiviual teams to meet and integrate key insights emerged from the morning discussion into tour workplans; interested workshop participants could also join and contribute.
ii) Sept 30th. The CPWF MT could be called for any specific task but they want us to take the lead. I have asked Boru and Sophie to give us a 15 minute presentation on M&E (the practical use of OLMs, with real examples) and on baseline and they have agreed. They have also suggested to see more pace for excahnging ideas and a 10 minute discussion on what teams expect from the N5 and what N5 is expecting from the teams.
iii) They would like to see a consolidated agenda with details by the end of August, before theeir MT meeting on early September. Nadia and me will work on this, after consolidating the discussions.
Comments from Alan D.
For the Innovation and Impact consultation/info session on the 29th, I see Tilahun is down to lead (although I thought we agreed that I would lead). Anyway, I throw out a few ideas here on how this session might run in terms of the innovation aspects:
I suggest we have 3 topic areas:
Each would start with a 3 or 4 minute ppt introducing the issues and what is planned. We could then have brainstorming around the following questions:
In the notes above I see the proposal is for this to be a single 1.5 hr session although I thought we had decided to have 2 x 45 min sessions. I would favour the latter so that we have some snappy presentations, smaller groups and some rapid feedback. We might need to have some good facilitators to avoid getting bogged down in protracted discussions.
These are just initial thoughts and I look forward to refinement and new ideas from others.